How to set up your invoices – Timely

This article is for:

Build

Elevate

Innovate

Invoicing is an important part of running a business, whether this occurs in advance of an appointment to ensure revenue protection or for your client to pay later on when they are out of the salon. With Timely, you can create invoices for appointments, classes, products and packages. In this article, you will learn how to set up your invoices through Timely. We will cover how to setup the following within your invoices: adding your business logo and contact details, invoice settings, invoice printing, taxes, and payment types.

How to add your business logo and contact details

Your business logo and contact details will be automatically added to your printed invoice, from your account. The logo will appear in the top-right corner and the location contact details in the top left-hand corner. To ensure your logo is added to your Timely account, follow the steps below.

To upload a logo to your account:

1 Head to setup business details, and scroll down to the business logo section.

2 From here, click edit then the upload new photo button to select an image from your device.

3 Click save to return, and then save again on the page to apply your changes.

Timely tip: the required logo dimensions are 250 by 150. The maximum file size is 2MB and you can upload an image in .png, .jpg or .gif format.

To update the address for each location:

1 Head to setup locations from the main menu.

2 Click edit next to the location, and update the address and city fields.

3 When you are ready, click save to apply your changes.

Timely tip: If you'd like to include a contact number and/or email address in these fields then you can add these to the second address line and/or the City field.

How to set up your invoice settings

1 Head to setup from the main menu in your Timely account dashboard, and to sales settings.

2 At the top of the page you will see invoice settings. Choose your desired terms under payment terms for invoices which will be displayed on your invoice.

3 Add an Invoice title e.g. tax invoice/receipt/quote. If your business is registered to pay tax (VAT, GST etc), add your business registration number and business registration type.

4 Add any payment instructions/notes (these will be applied to every invoice). If desired, set the next invoice number.

5 Check the box next to hide business name, address, and logo if you wish to use your own letterhead.

6 Check the box next to hide payment history on invoices to not show payments made on the printed/emailed invoice.

7 When you are ready, click save to apply your changes.

Timely note: if you need to include a provider number or registration number on the invoice, that is unique for every staff member, then you can add this to the staff member's profile under setup > staff > personal information > reference type/number.

How to print invoices

You can decide whether you'd like to print a PDF version of the invoice, or a thermal receipt version. These are set at a location level and can be adjusted as follows:

1 Head to setup from the main menu in your Timely account dashboard, and to sales settings.

2 Scroll down to invoice printing settings, and select a print format for each location.

3 When you are ready, click save to apply your changes.

How to apply tax to your services when invoicing

You can set up and apply tax to your services, classes, products, packages and discounts, instructions for this are below. For more information on adding taxes within Timely, see our help guide How to add taxes within Timely.

1 Head to setup from the main menu in your Timely account dashboard > sales settings > taxes.

2 You can apply a tax to all of your services etc by checking the apply to all box next to the tax and clicking save. This box won't remain checked, but the tax will still be applied to your services etc.

How to chose the payment types used when invoicing

By default, we add a selection of payment types (on account - unpaid, credit card, and cash). You won't be able to delete or edit these, but you can add as many custom payment types as you require. This can be done from the sales settings page, under the payment types heading. For more information on custom payment types, see our help guide How to create your own payment types.